Optometric Technician/Assistant

Job Description

Job Description

SUMMARY

The purpose of this position is to provide comprehensive support to the Optometry Department and its professional staff while ensuring patients receive a welcoming, efficient, and high-quality experience throughout all stages of their visit. The Optometric Technician/Optical Assistant performs a variety of clinical, administrative, and patient-service responsibilities, supporting both front-office operations and back-office clinical procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES  include but are not limited to the following functions:

• Performs comprehensive preliminary and diagnostic testing prior to the patient's examination by the optometrist, including visual acuity, tonometry, auto-refraction, auto-keratometry, color vision, stereo acuity, and other testing as directed.
• Performs ancillary diagnostic testing as ordered or directed by the optometrist, including fundus photography, optical coherence tomography (OCT), visual field testing, and other ophthalmic diagnostic procedures within the scope of training and applicable regulations.
• Obtains and accurately documents patient history, chief complaints, medications, ocular history, and other pertinent information in the patient's medical record.
• Prepares patients for examinations and procedures, explains testing procedures in a clear and professional manner, and assists patients throughout the examination process to promote comfort, understanding, and cooperation.
• Assists the optometrist during examinations and procedures as directed, including preparing examination rooms, equipment, supplies, and patients.
• Recognizes and promptly communicates abnormal test results, patient concerns, changes in condition, or other pertinent findings to the optometrist or appropriate clinical staff.
• Accurately enters and maintains patient information, test results, clinical documentation, and other required information in the electronic medical record and/or applicable systems.
• Maintains clean, orderly, and properly stocked examination rooms and optical areas. Cleans and disinfects examination rooms, equipment, instruments, and patient-contact surfaces between patients in accordance with established protocols and infection-control standards.
• Maintains compliance with infection prevention and control procedures, including proper cleaning, disinfection, hand hygiene, personal protective equipment, and handling of equipment and supplies as applicable.
• Assists with the maintenance, cleaning, calibration, and proper operation of clinical and optical equipment and promptly reports equipment malfunctions or maintenance concerns to the appropriate personnel.
• Monitors inventory levels of clinical and optical supplies, assists with inventory counts and ordering, and ensures examination rooms and work areas remain adequately stocked.
• Assists with required patient assessments, quality assurance activities, audits, regulatory requirements, documentation, and other compliance-related activities as directed.
• Provides professional, courteous, and compassionate patient service throughout the patient's visit, addressing routine questions and concerns and referring clinical or complex matters to the appropriate professional staff.
• Assists with patient flow and coordination between the front office, examination areas, optical department, and other areas of the practice to promote an efficient and positive patient experience.
• Assists patients with frame selection by providing knowledgeable guidance regarding frame style, color, fit, comfort, and suitability based on the patient's preferences and needs.
• Assists with optical measurements and other information required for the accurate preparation and processing of eyewear orders, consistent with training and applicable requirements.
• Prepares, reviews, and submits eyewear work orders to the appropriate optical laboratory for lens fabrication, grinding, mounting, and finishing.
• Reviews completed eyewear orders for accuracy, including prescription information, frame selection, lens specifications, measurements, workmanship, and overall quality, and promptly identifies and resolves discrepancies with the appropriate laboratory or optical personnel.
• Assists patients with eyewear-related questions and provides basic guidance regarding the care, use, adjustment, and maintenance of frames and lenses within the scope of the position.
• Assists with optical inventory management, including receiving, organizing, tracking, and maintaining appropriate inventory levels of frames, lenses, supplies, and related products.
• Performs administrative duties as assigned, which may include inventory tracking, recording sales, processing or submitting patient insurance information, maintaining financial or bookkeeping records, and updating patient/client records.
• Protects patient privacy and maintains the confidentiality and security of patient information in accordance with company policies, applicable privacy regulations, and established procedures.
• Assists with the orientation, training, and onboarding of newly hired staff as directed, including demonstrating department procedures, equipment use, workflow, and applicable policies and protocols.
• Participates in departmental meetings, training programs, continuing education, and other professional development activities as required.
• Maintains current knowledge of departmental procedures, clinical and optical workflows, equipment, technology, and applicable policies and regulations relevant to assigned responsibilities.
• Demonstrates professionalism, dependability, teamwork, sound judgment, attention to detail, and effective communication when interacting with patients, families, coworkers, providers, laboratories, vendors, and other stakeholders.
• Complies with all company policies and procedures, safety requirements, applicable laws and regulations, and departmental standards at all times.
• Maintains flexibility to travel between company locations as needed to meet operational and patient-care needs.
• Performs other related duties and responsibilities as assigned.

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• High school diploma or equivalent required.
• Current CPR certification required.
• Minimum of one (1) year of experience working in an optometry, ophthalmology, optical, or related healthcare setting, preferably in an optometric technician or optical assistant capacity.
• Prior experience working in a clinical or ambulatory healthcare setting required; experience in a Federally Qualified Health Center (FQHC), community health center, or other safety-net healthcare environment preferred.
• Experience with electronic medical records (EMR/EHR) systems and the accurate documentation and maintenance of patient information.
• Experience performing preliminary vision testing, ancillary diagnostic testing, and other clinical support functions preferred.
• Experience with optical dispensing, frame selection, eyewear ordering, laboratory work orders, and verification of completed eyewear preferred.
• Experience working with diverse patient populations and providing services in a patient-centered healthcare environment preferred.
• Equivalent combinations of education, training, and experience may be considered where appropriate.

NECESSARY SKILLS

• Excellent verbal and written communication skills, with the ability to communicate clearly and professionally with patients, families, providers, coworkers, laboratories, and other stakeholders.
• Strong interpersonal and customer service skills, with the ability to establish rapport and provide compassionate, respectful, and culturally responsive care to patients from diverse backgrounds.
• Strong attention to detail, organization, and accuracy, particularly when performing clinical testing, documenting patient information, processing eyewear orders, and managing inventory.
• Ability to maintain confidentiality and exercise sound judgment when handling patient information, medical records, financial information, optical products, and other sensitive materials.
• Ability to manage multiple responsibilities, prioritize competing demands, and maintain an efficient workflow in a fast-paced clinical environment.
• Ability to respond appropriately and promptly to changing patient, departmental, and operational needs.
• Ability to work effectively both independently and as part of a multidisciplinary healthcare team.
• Knowledge of basic optometric and ophthalmic terminology, procedures, tools, instruments, and diagnostic equipment.
• Knowledge and demonstrated ability to perform routine preliminary vision testing and operate applicable optometric diagnostic equipment following established protocols and training.
• Knowledge of infection prevention and control practices, universal precautions, standard precautions, proper use of personal protective equipment (PPE), and appropriate cleaning and disinfection procedures.
• Knowledge of cleaning agents, disinfectants, sterilization processes, and safe handling of clinical equipment and supplies, as applicable to the position.
• Knowledge of healthcare and health-center policies, procedures, workflows, and standards applicable to assigned responsibilities.
• Knowledge of basic clerical and administrative procedures, including assisting patients with forms and registration documents, maintaining accurate records, scheduling, data entry, and processing required documentation.
• Working knowledge of electronic medical records and the ability to accurately enter, retrieve, and update patient information.
• Knowledge of optical products and services, including frames, lenses, eyewear measurements, optical laboratory processes, work orders, and quality verification.
• Ability to accurately handle, track, organize, and maintain optical and clinical inventory.
• Knowledge of applicable patient privacy and confidentiality requirements, including the Health Insurance Portability and Accountability Act (HIPAA), and the ability to safeguard protected health information (PHI).
• Ability to follow written and verbal instructions, established protocols, and regulatory requirements consistently.
• Ability to use sound judgment and recognize when patient concerns, abnormal findings, equipment issues, or other matters require escalation to the optometrist, supervisor, or appropriate personnel.
• Proficiency with standard office equipment, computers, and applicable clinical, optical, and administrative software systems.
• Must possess a valid California Driver's License and have the ability to travel between designated health-center or practice locations as required.